benefits to the Components’ and the DoD. The following sub-topics were briefed and are
germane:

(1) DoDAAC Rejects for Interfund Bills

a. Discussion: The Chair of the Finance PRC, Bob Hammond, briefed this topic to
point out significant problems associated with rejected bills and what the CSPs can do
to resolve many of these issues. Bills fail DAAS edits when the DoDAAC is invalid
(not in the Authoritative DLA Transaction Services DoDAAD database) or when the
authority code associated with the requisitioner or bill-to party is not authorized for
that purpose. The primary reason for rejected bills is authority code changes after
requisitions have been submitted or changes after the DoDAAC has been linked to a
non-traditional supply process (e.g. fuel Vehicle Link Key or credit card), such that
the customer has already gotten the materiel, but the bill fails. This causes extensive,
costly manual work on for both the buyer and seller, introduces audit readiness
concerns and often results in unmatched financial transactions with the wrong party
ultimately being billed.

b. Action Items: No specific action items were taken or levied against the Committee
from this topic.

(2) PDC 1144 —- DoDAAD Error Reports

c. Discussion: Larry Tanner briefed this portion of the meeting to elaborate on what
was intended in the soon-to-be-released PDC, which will afford various reports to
CSPs to help in cleaning up data. These reports will be located within the
eDAASINQ application.

d. Action Items: The following action items were levied upon the Committee:

1) Services (CSPs) need to review the PDC when staffed.
2) Once published, CSPs need to actively work these reports.
3) Suspense Date: Per the PDC (forthcoming).

(3) Service-Unique Processing Rules

a. Discussion: Many Service-unique rules exist that have been programmed over time
by DAASC/DLA Transaction Services that were not documented through the formal
PRC process (i.e., PDC/ADC). For the most part, these changes were requested by
the respective component and were not intended to impact other Components or
overarching policy and procedures. Inasmuch as these changes were not documented,
even the Component involved has limited understanding of these rules, and over time,
some of the rules may no longer be needed, or appropriate and serious problems are
encountered when proposing changes, because we do not know the baseline from
which changes need to be made. The Chair requested the Components diligently


b) Identify which COMMRIs are still valid and document their use.

c) DLA Transaction Services develop means to formally identify and save system,
service, and POC information for every COMMRI established.

d) Suspense Date: Next PRC (6 months).

(4) Discrete & Enhanced Data

a) Services need to identify instances in their own internal processes where data is being
imbedded (e.g., MILS) instead of using discrete fields, and document them as service-
unique processing rules.

b) Services should identify instances where discrete fields could be used.

c) Services should always be actively looking at ways to modernize the DoDAAD to
proffer new fields that could harness the power and functionality of the database.

d) Suspense Date: Next PRC (6 months).

(5) PDC 1146 — Functional Monitors
a) Services identify need.
b) Services review current requirements.
c) Services re-validate needs and/or identify new requirements.
d) Suspense Date: Next PRC (6 months).

(6) PDC 1145 — Output
a) Services identify systems using TA_ data.
b) Services identify systems using manual delimited file downloads.
c) Services identify mitigation strategies to migrate legacy systems to full data via web
services.
d) Suspense Date: Next PRC (6 months).

(7) PDC 1143 ~ Security
a) Services review existing eDAASINQ accounts.
b) Services review internal procedures for obtaining eDAASINQ accounts.
c) Services identify feasibility of implementing additional review and controls.
d) Services develop new process and present to PRC.
e) Suspense Date: Next PRC (6 months).

(8) PDC 1116 — Contractor DoODAAC Unique to a Contract: DASD SCI will adjudicate non-
concurs with USN and USAF.

(9) PDC 1148 — Permanent DoDAACs: DLMSO will broker a meeting with DASD SCI and
DPAP to re-validate requirement for this.

i, Concluding Remarks. The Director of DLMSO and Ms Mulligan (ODASD SCI) both gave
closing remarks and thanked everyone for participating. Chair closed the meeting with final
farewells and thanks.

3. The DoDAAD PRC Chair extends his sincere appreciation to those who participated in the PRC.
The discussions were very productive. Thank you.

10



2) Services should identify instances where discrete fields could be used.

3) Services should always be actively looking at ways to modernize the DoDAAD to
proffer new fields that could harness the power and functionality of the database.

4) Suspense Date: Next PRC (6 months).

(6) PDC 1146 — Functional Monitors

a. Discussion: Two of the four major Services have their own DoDAAC management

systems. The remaining two (USN and USMC) have very manually-intensive and
convoluted processes that make the task of maintain DoDAACs up-to-date tenuous,
especially in light of high deployment optempo and limited personnel resources. To
remedy this, the idea of a workflow was introduced at the 2010 PRC. This idea,
however, was deemed untenable by DLA Trans Svcs. As a result, DLMSO proffered
an alternative that would use current system architecture with some enhancements.
USN and USMC have both expressed a desire toward this alternative, as well as a
need to implement MAJCOM Monitors. PDC 1146 seeks to introduce this alternative
-as a force multiplier for the USN and USMC to effectively manage DoDAACs
necessary to facilitate real world contingency operations and deployments.

. Action Items: The following action items were levied upon the Committee:

1) Services identify need.

2) USN and USMC review current requirements.

3) Re-validate needs and/or identify new requirements.
4) Suspense Date: Next PRC (6 months).

(7) PDC 1145 — Output

a. Discussion: The Chair discussed the DoDAAC Data Call from the 2013 DPRC and
elaborated that, while this standing data call requirement still exists, it highlighted
the need to address how Components are obtaining and managing DoDAAC data at
the enterprise level. Additionally, it was discussed how some of the data being
consumed by Component systems is legacy data (i.e., 80cc TA_ format) which only
consists of 26 out of 87 data elements of a DODAAC today. This brief and PDC
seek to address the need to migrate away from archaic and manually-intensive
means for syndicating DoDAAC data (i.e., TA_ broadcasts via COMMRIs, SFTP
folders, eEDAASINQ accounts, etc.) and lay out a plan of action and milestones for
the Services to obtain enterprise-level data syndication for DoDAAC data via point-
to-point interfaces (i.e., data replication and/or web services). In order to
accomplish this, the Services need to discover which systems they have that require
DoDAAC data and determine how those systems are obtaining that data.
Furthermore, they will need to identify the data needs and whether it is legacy data
only (TA_ formatted data) or delimited data. It was further discussed that since the
CSPs are the only formally-appointed members of a Component who are
responsible for DODAAC management, it should fall upon them to be included in


pursue this issue and work with DLA Transaction Services to obtain and document
these rules.

b. Action Items: The following action items were levied upon the Committee:

1) Need each CSP to review their policy(ies) and internal procedures for any unique
processing rules that require documentation.

2) If you need assistance in obtaining any of this information, please contact
DLMSO and/or DLA Transaction Services.

3) Suspense date: Next PRC (6 months),

(4) COMMRI Management

a. Discussion: COMMRI Management is a joint responsibility of the sender and
receiver. While DLA Transaction Services may assign them, it is the responsibility
of the Services (the CSPs) to manage them for assignment/use. However, obtaining a
COMMRI happens between an individual and the Help Desk. The CSPs are not
involved. This has been the process for decades. The Service don’t know what
COMMRIs belong to them nor for what all of them are used. We need to put the
Services back in the game, sharing this responsibility, with the Services determining
need. DLA Trans Sves’ role should be to assign and maintain the master list.
Services should know which ones exist and for what uses.

b. Action Items: The following action items were levied upon the Committee:

1) Services need to obtain a list of COMMRIs from DLA Transaction Services for
their respective Component.

2) Identify which COMMRIs are still valid and document their use.

3) DLA Transaction Services develop means to formally identify and save system,
service, and POC information for every COMMRI established.

4) Suspense Date: Next PRC (6 months).

(5) Discrete and Enhanced Data

a. Discussion: Chair tabled the topic that DoDAACs are still being used in a very
MILS-centric manner, whereby data is imbedded in TAC fields rather than using
discrete data elements. This is a carry-over from MILS days when DoDAAC data
was updated via 80cc TA_ transactions. Case in point cited during the PRC was for
ADSN/FSN data-which is imbedded in various ways in the TAC3 lines of DoDAACs.

b. Action Items: The following action items were levied upon the Committee:

1) Services need to identify instances in their own internal processes where data is
being imbedded (e.g., MILS) instead of using discrete fields, and document them
as service-unique processing rules.


e

PDC 1116 ~ Contractor DoDAAC Unique to a Contract

(1) Discussion: The discussion was introduced by the Chair and revisited the already staffed
PDC on this topic. The Chair handed the discussion over to ODASD SCI to provide
current status on this, and the way ahead.

(2) Action Items: DASD SCT has this for action to adjudicate non-concurs on the PDC with
Navy and Air Force.

PDC 1148 ~— Permanent DoDAACs

(1) Discussion: The Chair identified that this requirement was originally imbedded in an
ADC that addressed many other issues, and consequently, it was overlooked by the
Components during staffing. It was also never implemented, from a DDDAAC
perspective; however, the maintenance activities of the Components have been actively
using this concept in the UID marking of legacy assets. The discussion focused on
whether or not it was still feasible to implement this concept, six years after the fact. The
recommendation from the Committee was that since the requirement originated with
DPAP and SCI, it should be decided upon by them before returning this issue back to the
DPRC for any further action.

(2) Action Items: DLMSO will broker a meeting with DASD SCI and DPAP to re-validate
requirement for this.

Wrap Up & Saved Rounds. There were no specific open discussions of non-agenda items
brought up by Committee members, and no alibis were necessary. \

Action Item Recapitulation. A recap of the all action items laid out during the brief was
provided with the intent of obtaining an update on these from the Components at the next
DPRC, slated for March 2014. They are as follows:

(1) PDC 1144
a) Services (CSPs) need to review the PDC when staffed.
b) Once published, CSPs need to actively work these reports.
c) Suspense Date: Per the PDC (forthcoming).
(2) Service Unique Processing Rules
a) Need each CSP to review their policy(ies) and internal procedures for any unique
processing rules that require documentation.
b) If you need assistance in obtaining any of this information, please contact DLMSO
and/or DLA Transaction Services.
c) Suspense date: Next PRC (6 months).

(3) COMMRI Management
a) Services need to obtain a list of COMMRIs from DLA Transaction Services for their

respective Component.



|
|
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DEFENSE LOGISTICS AGENCY
HEADQUARTERS
8725 JOHN J. KINGMAN ROAD
FORT BELVOIR, VIRGINIA 22060-6221

IN REPLY
REFERTO J627 : October 31, 2014

MEMORANDUM FOR DISTRIBUTION
SUBJECT: Defense Logistics Management System (DLMS), DoD Activity Address Directory
(DoDAAD) Process Review Committee (PRC) Meeting of September 25, 2014
The attached minutes of the DODAAD PRC of September 25, 2014 are forwarded for your

information and action as appropriate.

The DLA Logistics Management Standards point of contact is Mr. Tad DeLaney, 703-767-
6885, DSN 427-6885; or email thomas.delaney@dla.mil.

yal

DONALD C., PIPP

Director
Defense Logistics Management
Standards Office

Attachment

As stated

ce:

ODASD(SCI)



Approved
THOMAS A. DELANRY ONALD C. PIPP
Chair : Director
DoDAAD PRC DLA Logistics Management
Standards Office


all Service-level requirements for DoDAAC/RIC data, to include requests for
COMMRIs, and any Service requests for eDAASINQ accounts. DLA Trans Sves
will continue to honor any requests they receive for these, but it will be assumed
that the Services have inserted these Service-level reviews up front, before they
come to DLA Trans Sves.

b. Action Items: The following action items were levied upon the Committee:

1) Services identify systems using TA_ data.

2) Services identify systems using manual delimited file downloads.

3) Services identify mitigation strategies to migrate legacy systems to full data via
web services.

4) Suspense Date: Next PRC (6 months).

(8) PDC 1143 —- DoDAAD Data Security

a. Discussion: The discussion revolved around the need to ensure proper handling
and safeguarding of DoDAAC data as Controlled Unclassified Information For
Official Use Only (CUI/FOUO). Emphasis was placed upon the Components need
to implement proper controls to safeguard this data; while, DLMSO/DLA Trans
Sves will see to it that data and the system are systematically marked accordingly.
Part of this emphasis is for the Components to review who has access to
eDAASINQ and implement proper controls to ensure requestors of eDAASINQ
accounts from DLA Trans Sves have been approved by the Components (i.e., CSPs)
with a legitimate need to know for access to this data.

b. Action Items: The following action items were levied upon the Committee:

1) Services review existing eDAASINQ accounts.

2) Services review internal procedures for obtaining eDAASINO accounts.

3) Services identify feasibility of implementing additional review and controls.
4) Services develop new process and present to PRC.

5) Suspense Date: Next PRC (6 months).

(9) DoDAAD Modernization

a. Discussion: This discussion focused on Output and data security as mutually
complementing issues which, together, address the larger need of migrating away
from outdated MILS-centric data management and use into a DLMS environment,
hallmarked by enterprise-level data management strategies and full data usage, in
keeping with the DoD mandate to achieve full DLMS implementation by 2019.

b. Action Items: There were no specific action items from this portion of the
meeting.



b. Current Events

ADC 1117: DoDAAC Authority Code and Type Address Code (TAC) Rules
PDC 1144: DoDAAD Reports

PDC 1046: Routing Identifier Code (RIC) and DoD Address Code
(DoDAAC) Relationship (DoDAAD)

PDC 1116: Contractor DoDAAC Unique to a Contract

PDC 1143: DoDAAD Data Security

PDC 1145: DoDAAD Output

PDC 1146: Functional Monitors

PDC 1148: Permanent DoDAACs

DoDAAD Unique Processing Rules

COMMRI Management

Discrete Data

Navy CPI Project and UIC Working Group

GSA Project

Organization Identifiers

CAGE & DoDAAC

DLA Customer Master Cleanup

DoDAAD Monthly Metrics Report

(2) Action Items: There were no specific action items from this portion of the meeting.
e. ADC 1117

(1) Discussion: The Chair provided an update on the status of ADC 1117 which was
scheduled for implementation by DLA Transaction Services for January of 2015. This
ADC was published to accomplish several benefits:

a, It corrected a problem that occurred pursuant to the implementation of ADC 1074
when using the Message Entry function.

b. It tied TACs to Authority Codes to ensure that the appropriate TAC was entered
relative to the Authority Code selected (i.e., authority code 01 for ship-to only would
require a shipping (TAC2) address, etc.)

¢c. Itremoved the TAC4, since this was not being used.
(2) Action Items: There were no specific action items from this portion of the meeting

except to note that DLA Transaction Services had scheduled this for January 2015
implementation.

d. DoDAAD Management: a CSP Responsibility. The Chair outlined a theme for the

preponderance of the remaining time of the PRC which focuses on DoODAAD Management
and the various responsibilities of a CSP that, if/when executed, provide for a number of

4



Delete HV DoDAACs (Apr/May)
NSA DoDAACs (Mar — May)
Cryptographic Systems Group removed (Apr/May)
Eliminated LESO (Apr/May)
o H Series MAJCOMs Implemented (Aug)
New CSP & Monitor Template (May)
Published ADC 1061 - Vol 6, Chapter 2 (Jun)
ADC 384D — Energy Convergence (Aug)
Published ADC 1061A (Aug)
o DoDAAD Series Table
DRPC Appointment Letter Template (Sep)
Restructure DPRC Webpage (Sep)
SPLC Code Clarification (Oct)
AAI vs, ADSN
Discrepant Fuel Charges for USMC
Published ADC 1061B (Dec)
o DoDAAD Master File Layout v Headers, eDAASINQ & Update
Application
o USTRANSCOM HTC
o PLAD data in the DoDDAAD
DoDAAD Workflow (OBE)
SCR for Bulk RM to TRIS
DLA and DCMA Cleanup
ADC 1074 Free Form
ADC 1075 - GENC
PDC 1100 - USTRANSCOM Acq CTR DoDAAC Series
PDC 1101 - USNORTHCOM DoDAAC Series
DLAI for DoDAAD Management (Pending)
Customer Master Cleanup (Pending)
DLA DoDAAC Assignment Logic and MAJCOMs
Standardized DoDAAC/RIC Request
New DoDAAD Update Application SOP
Withdrew ADC 1032
Published ADC 384E
Navy CPI Project & UIC Working Group (Pending)
Functional Roles - Additional Monitor Restrictions for DoDAAD Update
Application (Pending)
PDC 1046 - RIC/(DODAAC (Pending)
PDC 1116 for Unique CTR DoDAAC per Contract (Pending)
CAGE/DoDAAD/EDA (Ongoing)
DoDAACs and UICs (Ongoing)
ADC 1117 (Published; pending implementation)

ooo0o°o


October 31, 2014

MEMORANDUM FOR DOD ACTIVITY ADDRESS (DODAAD) PROCESS REVIEW
COMMITTEE (PRC)

SUBJECT: DoDAAD PRC Meeting, September 25, 2014

1. Purpose: Defense Logistics Management Standards Office convened a meeting of the
DoDAAD PRC on September 25, 2014 in McLean, Virginia. Defense Connect Online (DCO) was
used to provide real-time screen sharing of the presented materials with remote participants who
called into the meeting. Specific discussion topics are noted below. The agenda with briefings and a
list of attendees and materials presented are available on the DODAAD PRC web page at
http://www.dla.mil/j-6/dlmso/Archives/archives_dodaad.asp.

2. Brief Summary of Discussion: Tad Delaney, DODAAD PRC Chair, facilitated the meeting
discussions. The discussion topics and resulting action items are below.

a. DoDAAD PRC 101 and the DoDAAD Web Page

(1) Discussion: The DoDAAD Chair opened the meeting by welcoming everyone, and then
introduced the Director of DLMSO, who provided some opening remarks, and then
introduced Ms Jan Mulligan from ODASD SCI. After her opening remarks, the Chair
provided a few administrative comments and presented the meeting’s opening series of
charts before opening the floor up for introductions. After introductions, the Chair level-
set the committee by covering the PRC policy chain of authority, governance process,
players and their respective roles in the governance of the DoDAAD, and final
comments on the growing use of the DoDAAC and its role in achieving audit readiness
for the DoD. Afterwards, a quick demo of the wealth of resources available on the
DLMSO Website DoODAAD Web page was also provided.

(2) Action Items: There were no specific action items from this portion of the meeting.

b. What’s Happened Since the Last DPRC

(1) Discussion: The Chair directed the Committee’s attention to a series of slides that laid

out achievements since the last DRPC, as well as some ongoing issues, yet to be resolved.

Current efforts were also identified, many of which form the basis of this PRC’s agenda.

a. Accomplishments

e DoDAAC Data Call

e H Series DoDAAC Cleanup (Mar — May)
o Formally established HPH Series (May — Jul)
o Eliminate HZ Series (May — Jul)

Nv